How to Properly Write and Issue a Check

Quick answer

• Always use a pen with permanent ink.
• Fill in all fields completely and accurately.
• Make the payee’s name as clear as possible.
• Write the dollar amount in both numbers and words, ensuring they match.
• Date the check correctly, using the current date.
• Sign the check in the designated signature line.
• Keep a record of the check you’ve written.

Who this is for

• Individuals who need to pay bills or make payments via check.
• People who are new to managing their finances and writing checks.
• Anyone who wants to ensure their checks are processed correctly and avoid common errors.

What to check first (before you act)

Your Account Balance

Before you write a check, confirm you have sufficient funds in your checking account to cover the payment. Overdrawing your account can lead to costly fees from your bank and potential issues with the recipient.

The Recipient’s Information

Ensure you have the correct name and, if applicable, the exact spelling of the business or individual you are paying. Double-check for any specific instructions, such as including an account number in the memo line.

The Amount of the Payment

Verify the exact amount due. If you are unsure, confirm with the recipient before writing the check to avoid discrepancies.

Step-by-step (simple workflow)

1. Use a Pen

What to do: Select a pen with permanent ink, preferably blue or black.
What “good” looks like: The ink is dark, doesn’t smudge easily, and is clearly legible.
A common mistake and how to avoid it: Using a pencil or erasable ink. This can lead to the check being altered or rejected. Always opt for permanent ink.

2. Date the Check

What to do: Write the current date in the upper right-hand corner. Use the MM/DD/YYYY format.
What “good” looks like: The date is clear, accurate, and in a standard format.
A common mistake and how to avoid it: Post-dating the check (writing a future date) or leaving it undated. A post-dated check may not be honored until that date, and an undated check can cause processing delays or be considered invalid.

3. Fill in the Payee’s Name

What to do: On the line labeled “Pay to the order of,” write the full, correct name of the person or company you are paying.
What “good” looks like: The payee’s name is spelled correctly and is unambiguous.
A common mistake and how to avoid it: Writing an incomplete or misspelled name. This can cause the check to be rejected by the bank or lead to confusion about who is authorized to cash it.

4. Write the Dollar Amount in Numbers

What to do: In the box to the right of the payee line, write the numerical amount of the check. Use a clear, consistent format (e.g., $123.45).
What “good” looks like: The numbers are legible and the decimal point is clear.
A common mistake and how to avoid it: Leaving too much space before the numbers or after the cents. This can allow someone to alter the amount. Fill the space from left to right and draw a line to fill any remaining space in the box.

5. Write the Dollar Amount in Words

What to do: On the line below the payee’s name, write out the dollar amount in words. For example, “One hundred twenty-three and 45/100.”
What “good” looks like: The written amount precisely matches the numerical amount, and the fractions of a dollar (cents) are clearly indicated as a fraction over 100.
A common mistake and how to avoid it: Discrepancies between the numerical and written amounts. The written amount is legally binding. If there’s a difference, the written amount usually prevails, which can lead to disputes.

6. Add a Memo (Optional but Recommended)

What to do: In the bottom left corner, in the space marked “Memo,” write a brief note about the purpose of the check (e.g., “Rent – June,” “Invoice #1234”).
What “good” looks like: A clear, concise note that helps you and the recipient identify the payment.
A common mistake and how to avoid it: Not using the memo line or writing too much information. It’s useful for record-keeping, especially for recurring payments or specific invoices.

7. Sign the Check

What to do: Sign your name on the signature line in the lower right-hand corner.
What “good” looks like: Your signature is consistent with the one on file with your bank.
A common mistake and how to avoid it: Forgetting to sign the check or using a signature that doesn’t match your bank’s records. An unsigned check is invalid.

8. Record the Check

What to do: Before you give the check away, record it in your check register or financial app. Note the check number, date, payee, and amount.
What “good” looks like: You have an accurate record of all checks written, which helps you track your spending and balance your account.
A common mistake and how to avoid it: Failing to record the check. This can lead to an inaccurate understanding of your account balance and potential overdrafts.

Common mistakes (and what happens if you ignore them)

Mistake	What it causes	Fix
Using erasable ink or pencil	Check alteration, rejection by bank, potential fraud	Always use permanent ink.
Forgetting to date or post-dating	Processing delays, check may not be honored, bounced check	Date checks with the current date.
Incorrect or misspelled payee name	Check may be rejected, difficulty cashing, potential for fraud	Verify payee’s name spelling and accuracy.
Discrepancy between numerical and written amounts	Written amount usually prevails, leading to disputes or financial loss	Ensure both amounts match exactly.
Leaving blank spaces in amount fields	Can be altered to a higher amount, leading to financial loss	Fill spaces and draw lines to prevent alteration.
Forgetting to sign the check	Check is invalid and will not be processed	Always sign the check before issuing.
Not recording the check	Inaccurate account balance, potential overdrafts and fees	Record every check written in your register.
Overdrawing your account	Bounced check fees, merchant fees, negative impact on credit	Always check your balance before writing a check.
Issuing a check without sufficient funds	Bounced check fees from your bank, returned item fees from the merchant, potential damage to reputation	Ensure funds are available for the check amount.
Writing on the wrong line	Confusion, check rejection, potential for errors	Follow the designated lines for each piece of information.

Decision rules (simple if/then)

• If the payee is a business, then verify their exact legal name because errors can cause the check to be returned.
• If you are paying a bill with a specific due date, then date the check with the current date or a date before the due date because post-dating can cause late fees.
• If you are unsure of the exact spelling of the payee’s name, then ask them directly because an incorrect name can invalidate the check.
• If you write a numerical amount that doesn’t match the written amount, then rewrite the entire check because the written amount is legally binding and discrepancies cause problems.
• If you need to track a specific payment for tax or accounting purposes, then use the memo line to note details like invoice numbers or service dates because this aids record-keeping.
• If you are writing a large sum, then ensure the ink is completely dry before handling the check to prevent smudging because smudged ink can make the amount illegible.
• If your bank offers a specific way to endorse checks for certain transactions, then follow those instructions because it ensures proper processing.
• If you make a mistake that requires you to rewrite the check, then void the incorrect check by writing “VOID” across it and keep it for your records because this prevents it from being accidentally cashed.
• If you are paying a person and want to ensure only they can cash it, then consider writing “For deposit only” in the memo line and endorsing the back of the check to require their bank account for deposit.
• If you receive a check made out to you, then endorse it by signing the back exactly as it appears on the front before depositing or cashing it because this is required for transfer of ownership.

FAQ

What ink color is best for writing a check?

Blue or black permanent ink is generally recommended. These colors are less likely to smudge and are easily read by banking equipment.

Can I make a mistake and just cross it out?

It’s best not to. Minor corrections might be accepted, but significant errors or crossing out information can lead to the check being rejected by the bank. It’s safer to void the check and write a new one.

What happens if I forget to sign my check?

An unsigned check is invalid. The bank will not process it. The recipient will not be able to cash or deposit it until you sign it.

How do I make sure my check doesn’t get altered?

Fill in all fields completely, using permanent ink. Leave no unnecessary blank spaces in the amount fields, and draw lines to fill any remaining space. This makes it difficult to change the numbers or words.

What’s the difference between the numerical amount and the written amount?

The numerical amount is the figure in the box (e.g., $50.00). The written amount is the figure written out in words on the line below (e.g., Fifty and 00/100). The written amount is legally considered the correct amount if there’s a discrepancy.

Should I write “For Deposit Only” on my check?

You can write “For Deposit Only” on the endorsement line on the back of the check. This means the check can only be deposited into a bank account and cannot be cashed.

What is a voided check?

A voided check is a check that has been marked with the word “VOID” written across it. It is no longer valid for payment and is typically kept for record-keeping purposes.

How long is a check valid for?

While checks don’t technically “expire” in the way a coupon does, banks are generally not obligated to honor checks older than six months. For older checks, it’s best to contact the issuer for a replacement.

What this page does NOT cover (and where to go next)

• Detailed instructions on how to endorse checks for deposit or cashing.
• How to handle lost or stolen checks.
• Information on cashier’s checks, money orders, or other payment methods.
• Specific banking regulations or legal advice regarding check fraud.
• Advanced check reconciliation techniques or software.